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TERMS OF REFERENCE

National Institutional Consultancy

UNICEF IN TURKEY

INCLUSIVE IECE FOR CWD PROJECT: PUBLICATION EDITING, DESIGN, GRAPHICS, LAYOUT AND TV SPOT / SHORT MOVIE PRODUCTION

Ref: RFP-TURA-2018-04 EDU/TURA/2018-C

Programme/Activity Work Plan Code and Title: Ministry of National Education & UNICEF Education Programme 2016-2017 Rolling Work Plan (RWP) (Output 1.B. Quality Inclusive Education 3-17, Activity 7).

I. BACKGROUND

UNICEF, in collaboration with the Ministry of National Education (MoNE), has been implementinga project entitled ‘Inclusive Early Childhood Education for Children with Disabilities (IECE for CwD). The project aims to contribute to the social inclusion of CwD into social life in Turkey through quality inclusive early childhood education and will facilitate their employment and access to economic and social life in the long term. The main objectives of this project are to increase access of CwD (ages 3 to 7) to early childhood education programmes and grade one via the provision of quality inclusive education, by increasing the awareness of families and caregivers of CwD (ages 3 to 7) about inclusive education rights and opportunities, as well as the awareness of decision makers, families and caregivers of children without disabilities about the rights of CwD on quality inclusive education. This project involves the development of project activity books/booklets, teacher guidebooks and family handbooks, and posters, brochures and materials that convey information about the project— that will be used by all stakeholders during the project implementation process. To be effective, these publications/materials need to be professionally edited, proofread, designed and made available to the stakeholders. This requires the use of graphics/design to enhance the layout of the text. Furthermore, the project involves development of TV spots and short videos as advocacy tools to raise awareness and motivate change in relation to both the image that people have of CwD and the image that CwD have of themselves to ensure that CwD are treated with equity in the education sector as well as in all aspects of civil society. The strategies that will be implemented during the production of visibility materials will contribute to creating dynamic partnerships and advocacy to further the movement towards inclusive early childhood education for CwD by raising awareness among families, caregivers, decision makers, civil society organizations, and all relevant stakeholders.

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II. PURPOSE OF CONSULTANCY

The selected institutional consultant will lead in the editing, proofreading, design, graphics, layout and production of publications—print, digital and online publications— in relation to UNICEF’s IECE for CwD project, according to agreed deadlines. All visual outputs produced for the project need to share the same visual language. Therefore, the selected consultancy will need to work hand in hand with UNICEF to ensure the products for the media campaign are unified and consistent in terms of graphics, layout, icons and illustrations used. Furthermore, each publication will go through a thorough process of editing and proofreading.

III. SCOPE OF WORK

The institutional consultant is expected to edit and graphically design a variety of IECE for CwD project publications and materials in relation to the IECE for CwD project,ranging from reports, brochures, posters, other graphics as well as a TV spot and short movies. Below are the areas of work that the institutional consultant is expected to complete in line with the agreed upon work calendar (see Table 1):

1. Ensure that all publications, printed materials and products are produced in line with UNICEF publication, branding and graphic guidelines.

2. Liaise regularly with UNICEF staff and MoNE staff to complete the assigned tasks. 3. Incorporate comments/feedback from several sources while maintaining a consistent writing

style and tone of voice. 4. Provide/add creative graphic elements, like photographic images, tables, and graphs to the

documents. 5. A line-by-line copy edit of early drafts of publications, including revisions for language issues

(grammar, syntax, punctuation, spelling, consistency checks, etc.) 6. A careful review of final drafts of publications to prepare them for publishing (readability,

consistency, visuals/graphics, reference, captions, credits etc.) 7. Line-by-line editing and consistent formatting of scripts for printing. 8. Produce project identity pack (including, but not limited to project logo and tagline with a detailed

pack of visual applications—character and setting design, typography design, color scheme and texture design)

9. Design posters, brochures, banners for the awareness raising component of the media campaign. 10. Develop scripts and storyboards for the pre-implementation phase of production materials. 11. Develop a TV spot and short movies for the awareness raising component of the media campaign. 12. Regularly inform the UNICEF supervisor of progress made towards deliverables, including any time

delays and issues that may affect production. 13. Participate in coordination meetings and program workshops as requested by the UNICEF

program supervisor.

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IV. TASKS AND RESPONSIBILITIES

The selected institutional consultant will provide editing, design, graphics, and layout services for the

publications and production of TV spot and short movies that are listed in Table 1. The services that the

institutional consultant will provide, includes the following:

A. Professional editing of the IECE for CwD project publications

1. Copy-editing of text and all components of the publications to meet the highest professional editorial standards, to ensure:

a. correct grammar, syntax and punctuation; b. accuracy and consistency in spelling, capitalization and abbreviations/acronyms; c. correct and consistent style of footnotes, endnotes, references and other

bibliographic entries; d. accuracy of all URLs included in the text; e. readability and consistency of logic and flow; f. clear and concise titles, headings and subheadings; g. complete and correct front and back matter; h. proper use and consistency of colors, fonts, heading sizes, line spacing, capitalization,

etc.; i. correct positioning of all graphs/charts, tables and maps, and accuracy of cross

references within the text to these elements; j. correct captions and credits related to photos and illustrations; and, k. transfer of the complete text of the publication from the manuscript (Microsoft Word

document) to the page proofs (PDF). This will include at least one full review of the page proofs against the final manuscript of the publication.

2. Ensuring that the text is dynamic, clearly written and phrased in ways that engage the intended audience.

3. Providing/adding creative graphic elements, like photographic images, tables, and graphs in the documents.

4. Leading in the preparation of printing packages (all layout and design files) for printing of relevant publications.

5. Ensuring that the documents that are edited, proofread and graphically designed adheres to the guidelines that are outlined in the UNICEF Publication Toolkit (2014).

6. Regularly informing the UNICEF supervisor of progress towards the deliverables, including any time delays and issues that may affect production.

7. Consult relevant members of the Inclusive Early Childhood Education for CwD project, UNICEF and the MoNE on the design and production of publications.

8. Incorporate comments/feedback from several sources (project technical team, UNICEF management, and the MoNE) while maintaining a consistent writing style and tone of voice.

B. Design, graphics and layout of project print and production materials:

1. Design of a project logo and tagline with a detailed pack of visual applications (including

character and setting design, typography design, color scheme and texture design);

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2. Improve and edit art-work, illustrations, and other graphic elements;

3. Layout and design of information and communication materials (banners, posters, brochures,

storybooks, project documents, etc.)

4. Deliver creative and innovative ideas for print, electronic, web-based and animated visual

outputs.

• Production of a TV spot and two short movies (in animation format)

• One TV spot complying with the Public TV Spot Regulation of the Radio and Television Supreme Council (https://www.rtuk.gov.tr/kamu-spotlari/5029/3985/kamu-spotlari-yonergesi.html) shall be produced.

• 2 Short movies (two versions each – a full length version with an estimated 3-minutes each and a shortened version with an estimated 45 seconds each) shall be produced. The movies should be produced in formats that can be streamed at various media platforms and on the web. The short movies need to comply with the Public TV Spot Regulation of the Radio and Television Supreme Council (https://www.rtuk.gov.tr/kamu-spotlari/5029/3985/kamu-spotlari-yonergesi.html)

V. QUALIFICATION AND EXPERTISE

The institutional consultant must provide the required services with a team that is proficient in using publication editing and design as well as video editing software and have other skills to manage the tasks outlined above. The following points should be taken into consideration when submitting applications for this consultancy service:

• The institutional consultant must be a legal entity registered in Turkey.

• The team of institutional consultants should include one team leader, one professional publication editor, one graphic designer, one illustrator, and one TV spot / short movie producer.

• The institutional consultant should include technical experts meeting the following criteria: - One team leader with a degree in social sciences or fine arts or a relevant field and 3-5

years of project management experience. - One expert with a degree in social sciences or relevant field (preferably language or

linguistics) and 3-5 years of relevant work experience in the field of professional publication editing

- One expert with a degree in fine arts or relevant field (preferably graphic design) and 3-5 years of relevant work experience in the field of publishing, design, graphics and layout and:

▪ Excellent command of Adobe InDesign, Adobe Acrobat, Adobe Illustrator, Adobe Photoshop, Adobe Premiere, Final Cut Pro and other graphic design software,

▪ Knowledge of printing and pre-press processes (both digital and offset printing), ▪ Knowledge of drawing, photography, image editing.

- One expert with a degree in communication or relevant field, 3-5 years of relevant experience in the field of TV spot and movie production.

- One expert in professional drawing and / or illustration and / or animation with a degree in fine arts or relevant field and 3-5 years of relevant experience in illustration and animation production.

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• The institutional consultant should have a portfolio that demonstrates skills in publication editing, and layout of technical publications on specialized topics, graphic design, illustration, digital design as well as TV spot and short movie production. Please submit this portfolio with your application.

• Previous experience working with an international organization on development issues is desirable.

VI. DELIVERABLES AND TENTATIVE WORK CALENDAR

All deliverables will be based on the tasks and responsibilities outlined above. However, the dates and details of the deliverables are subject to change. Under the guidance of the UNICEF supervisor, the institutional consultant is expected to provide satisfactory deliverables that include the following: TABLE 1. TENTATIVE WORK CALENDAR

# DELIVERABLES

ESTIMATED # OF

PAGES

TARGETED DEADLINE

A Professional editing, graphic design and layout of project publications (twice, before and after the pilot implementation of the project)

1 Desk Review Report 100 April 2018

2 Study Visit Reports 50 April 2018

3 Policy Document for Inclusive Learning Environments 100 April 2018

4 Report on the Analysis of Existing Programs and Materials 50 April 2018

5 Strategy Document 100 April 2018

6 Report on the Analysis of Learning Environments 100 April 2018

7 Report on the Analysis of the Family Support (For result 1) 50 June 2018

8 Report on the Analysis of Children's Developmental Progress 100 May 2018

9 Situation Analysis Report 50 May 2018

10 Reports on the Analysis of Media Campaign (4 in total) 200 May 2018

11 Report on the Analysis of the Family Support (For result 2) 50 May 2018

12 Comprehensive Training Report 100 May 2018

13 Report on the Analysis of Teachers' Professional Progress 100 May 2018

14 * Storybook Sets: (12 books, for ages 3-4; 12 books, for ages 5-6; and, 12 books, for ages 6-7)

1000 R1: June 2018 R2: Aug 2018 R3: Aug 2019

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15 * Child Activity Book Sets: (4 books, for ages 3-4; 4 books, for age 5-6; and, 4 books, for ages 6-7)

600 R1: June 2018 R2: Aug 2018 R3: Aug 2019

16 * Teacher Activity Book Sets: (1 book, for ages 3-4; 1 book, for ages 5-6; and, 1 book, for ages 6-7)

300 R1: June 2018 R2: Aug 2018 R3: Aug 2019

17 * Family Guidebooks: (1 guidebook, for ages 3-4; 1 guidebook, for ages 5-6; and, 1 guidebook, for ages 6-7)

100 R1: Aug 2018 R2: Sep 2018 R3: Aug 2019

18 Community Intervention Guidebook 50 R1: Aug 2018 R2: Sep 2018 R3: Aug 2019

19 Recreation and Leisure Activity Book 100 R1: Aug 2018 R2: Sep 2018 R3: Aug 2019

20 Family Briefing Seminar Booklet 100 R1: Aug 2018 R2: Sep 2018 R3: Aug 2019

B Production of project visibility materials

1

Visual Identity Pack: - Logo, (dynamic and static) - Tagline, (in Turkish) - Typography, - Color scheme, - Texture design. * Minimum 3 pack alternatives

Lump sum May 2018

2 Storybook 40 character illustrations Lump sum June 2018

3 Storybook 12 setting illustrations Lump sum June 2018

4 Production of Brochure Designs 10 Sept 2018

5 Poster Designs 4 Sept 2018

6 1 TV Spot (in animation format) 45 seconds Sept 2018

7 2 Short Movies (in animation format) (two versions each – full length and shortened versions)

Approx. 2-3 minutes

May 2019

8 Social Media Package (Relevant images, illustrations and GIFs) 10 May 2019

NOTE: All deliverables as per tasks and responsibilities must be satisfactorily completed and accepted by UNICEF in order to facilitate payment. Please note that all deliverables are subject to several rounds of revisions by the MoNE (project beneficiary) and UNICEF.

* The deliverables marked with a “*” need to be revised before and after the pilot project implementation which will take place during Sep 2018 – June 2019. Following the pilot implementation, these materials will be finalized by the selected institutional consultant and will be submitted to MoNE Board of Education (BoE) for approval and endorsement. A final revision might be requested by the BoE, which may need to be completed by December 15, 2019. Please consider these revisions when submitting a financial offer for the work packages marked with a “*”

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VII. LOCATION

The tasks described in this ToR are expected to be completed in Ankara, Turkey.

VIII. SUPERVISOR

Communication for Development (C4D) Officer, Quality Inclusive Education, UNICEF Turkey.

IX. PAYMENT SCHEDULE and RESERVATIONS

Payment Schedule UNICEF will issue a contract in Turkish Lira (TL). The payments will be made upon the delivery of requested

outputs as specified in the contract. All relevant intellectual property rights in the developed

materials/products/documents and associated tools will, upon their development, vest in UNICEF in

Turkey and will be transferred to MoNE at the conclusion of the project.

Reservations:

a. UNICEF reserves the right to terminate the contract without a prior notice and/or withhold all or a portion of payment if performance is unsatisfactory, if the rules and the regulations regarding confidentiality, ethics and procedures of UNICEF and the relevant partners are not followed, if work/outputs are incomplete, not delivered or for failure to meet deadlines.

b. Expected to be brief and to the point, reports produced during the project period will be prepared in Turkish. If necessary, UNICEF will have documents translated into English. The institutional consultant is expected to carry out the same tasks for English versions as well.

c. All relevant intellectual property rights in the developed materials, products, documents and associated tools will, upon their development, vest in UNICEF in Turkey and the MoNE in Turkey. UNICEF and MoNE will be free to adapt and modify them in the future. The consultants may not use the data for their own research purposes and may not license the data to be used by others, without the written consent of UNICEF.

d. The majority of the tasks described in this ToR are expected to be carried out in Ankara and the consultants will be responsible for all kinds of relevant administrative and operational expenses such as travel expenses, supplies and equipment, communications, etc.

e. Due to possible workshops, trainings and field visits taking place in various provinces outside of Ankara, the travel and accommodation costs in relation to programme activities (including all relevant insurance or any other liability) will be covered by the consultants and these costs will be reimbursed to the consultants by UNICEF on the basis of actual expenditures/invoices. This budget line should be considered when submitting the financial proposal as an incidental budget expense (fixed by UNICEF).

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X. DURATION OF SERVICE

The selected institutional consultant is expected to conduct all work in line with the “tasks and responsibilities” and “deliverables” sections of this ToR. The contract will be effective from the date of signing until successful completion of services outlined in this ToR (no later than December 15, 2019).

XI. APPLICATIONS

As part of the application package, please complete and submit the technical and financial proposals as

they are described in the consultancy advertisement. Technical proposals should be written in English and

submitted in the following format in a submission portfolio:

1. Cover Page 2. Table of Contents 3. List of Tables and Figures 4. Abbreviations Used 5. UNICEF Request for Proposal for Services (RFPS) Form (signed by the applicant) 6. Introduction

Profile of the Institution 7. Proposal Description

Accessible/Inclusive Design Context

Description of Work Packages and Deliverables 8. Work Plan

Work Schedule

Success Indicators

Associated Risks & Back-up Plan 9. Qualifications of the Experts

CVs of the proposed technical team (please use the standard format provided)

Relevant education and professional experience of the proposed technical team members 10. Bibliography 11. Appendices

Short descriptions of the relevant work (ongoing and/or completed) of the institutional consultant (please submit the relevant work in relation to the publication editing, graphic design, illustration, digital design and TV spot / short movie production work in separate sections)

Professional references of the institutional consultants (if applicable) 12. Financial Proposal (must be submitted in a separate sealed envelope and please use the

standard format provided)

* Proposals must be made in accordance with the instructions described in the RFPS form.

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XII. CRITERIA FOR JUDGING THE PROPOSALS

Proposals submitted in response to this call will be evaluated in terms of technical quality and financial

offer. Technical quality will be evaluated using the criteria outlined below.

Technical Evaluation Criteria Max. Points

1.Proposed Work Plan 20

1.1 Accessible / Inclusive Design Context: A brief introduction and overview of the assignment showing knowledge and understanding of the proposed project.

10

1.2 Presentation of a thorough work schedule. 5

1.3 Demonstration of success indicators. 3

1.4 Demonstration of associated risks & back-up. 2

2. Publication Editing Experience 10

2.1 Relevant work demonstrating preliminaries (front and back matter) in publications presented such as contents, introduction, acknowledgement, bibliography etc.

5

2.2 Relevant work demonstrating correct grammar checking, cohesive language usage, accuracy and consistency in spelling and capitalization.

5

3. Digital Design Experience 10

3.1 Relevant work demonstrating basic graphic design principles in poster design, brochure design, booklet design.

5

3.2 Relevant work demonstrating illustration skills including illustrations of printed documents, advertisements, storybooks and other illustrative outputs.

5

4. TV Spot and Short Movie Production Experience 10

4.1 Relevant work demonstrating live action or animation videos with consistent framing, angles following basic cinematography principles.

5

4.2 Relevant work demonstrating short movie production experience including advertisement videos, short movies produced for similar fields of social good.

5

5. Qualifications of the Proposed Consultancy Team 20

5.1 One team leader with a degree in social sciences or fine arts or a relevant field and 3-5 years of project management experience.

4

5.2 One expert with a degree in social sciences or relevant field (preferably language or linguistics) and 3-5 years of relevant work experience in the field of professional publication editing.

4

5.3 One expert with a degree in fine arts or relevant field (preferably graphic design) and 3-5 years of relevant work experience in the field of publishing, design, graphics and layout.

4

5.4 One expert in professional drawing and / or illustration and / or animation with a degree in fine arts or relevant field and 3-5 years of relevant experience in illustration and animation production

4

5.5 One expert with a degree in communication or relevant field, 3-5 years of relevant experience in the field of TV spot and movie production.

4

TOTAL TECHNICAL SCORES 70

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The financial proposals will be opened only for the technical proposals that reach or exceed fifty (50)

points out of maximum seventy (70) points. Thirty (30) points will be awarded to the experts/researchers

that presented the lowest fee for the services requested. The remaining financial offers will receive

proportional points ([lowest bid/bid] x 30 points). The purpose of the evaluation of expert/researcher’s

Financial Proposals is to verify that the costs itemized in the financial proposals adequately cover the

services offered in the expert/researcher’s Technical Proposals.